Create draft or sent sponsor invoices in the Chapter Dashboard, set payment terms and amounts, then send, void, or delete them. Sponsor invoicing is not connected to Bevy Pay or any other in-platform payment system—collect payment outside Bevy. Follow your community’s internal guidelines, or contact your admin, for how to process sponsor invoices.
Use Invoices under Sponsors in the Chapter Dashboard to create and manage sponsorship invoices for a chapter. Partners do not use this invoice workflow.
Important: Sponsor invoicing is not connected to Bevy Pay or any other Bevy payment system. Bevy does not charge cards, process bank transfers, or otherwise collect sponsor payments. Any payment transaction happens outside Bevy (for example bank transfer, check, or another method you arrange with the sponsor). Use invoices here to create, send, and track records—then share the PDF or public invoice link and your off-platform payment instructions. For how your community processes sponsor invoices (who to notify, approved payment methods, and when to treat an invoice as paid), refer to your internal guidelines or contact your admin.
Note: Invoice lists and create/edit forms live in the classic Chapter Dashboard under Sponsors → Invoices (All, Drafts, Sent, Paid, Voided). The newer Sponsors and Partners pages manage profiles only. This invoice workflow appears only when your community has sponsors and paid sponsors enabled. If you do not see Invoices, ask your HQ admin. Your chapter role also needs permission to view, add, change, or delete sponsor invoices.
Understand invoice statuses
Invoices move from draft to sent, then to paid or voided.
| Status | What it means |
|---|---|
| Draft | Editable. Not visible on the public invoice page. You can delete a draft permanently |
| Sent | Published. The public invoice page is available for viewing and download. You can void a sent invoice. You cannot edit amounts or terms after send |
| Paid | Appears in the Paid list when recorded as paid for tracking. Bevy does not collect this payment—any money transfer happens outside Bevy |
| Voided | Canceled after send. Kept for history. View only |
Tip: When you add a sponsor from the newer Sponsors page, Bevy also creates a draft invoice with zero amounts. Open that draft here to enter amounts and send it. See Manage sponsors and partners.
Open the invoice list
- In the Chapter Dashboard, select Sponsors.
- Select the Invoices tab.
- Choose All, Drafts, Sent, Paid, or Voided.
Select a row to open that invoice. From the invoices area you can also start New invoice or New sponsor / invoice.
Create an invoice for an existing sponsor
- On Invoices, select New invoice.
- Under Select an existing sponsor, choose the sponsor.
- Under Invoice details, set issue date, payment terms, total events, net amount, tax amount, invoice description, and internal notes.
- Select Create & send invoice to publish immediately, or Create draft invoice to save without sending.
Sending requires the sponsor’s contact name and contact email. Confirm when prompted if you choose create and send.
| Field | Notes |
|---|---|
| Select an existing sponsor | Required on New invoice. Sponsor and chapter cannot be changed after create. For a brand-new company, use New sponsor / invoice instead |
| Issue date | Defaults to today |
| Payment terms | Net 30 (default), Net 60, Pay upon receipt, or blank. Due date is calculated from issue date and terms |
| Total events | Number of events covered by the sponsorship |
| Net amount / Tax amount | In the chapter currency. Grand total is calculated for you |
| Invoice description | Required when you send. List sponsorship details for the payer |
| Internal notes | For your team. Not shown on the public invoice page |
Create a sponsor and invoice together
- On Sponsors or Invoices, select New sponsor / invoice.
- Complete the sponsor profile and the nested invoice details.
- Select Create sponsor & submit invoice to create the sponsor and send the invoice, or Create sponsor & draft invoice to keep the invoice as a draft.
In this classic flow, creating a sponsor always includes an invoice. Partners are created without an invoice.
Edit a draft invoice
- Open Invoices → Drafts (or find the draft under All).
- Select the invoice row.
- Update invoice details as needed.
- Select Submit invoice to send, or Save as draft to keep editing later.
Sent, paid, and voided invoices are not editable. After send, use the public invoice page for the sponsor (see related articles).
Delete a draft or void a sent invoice
- Draft — On the Drafts list, delete the invoice and confirm. The draft is removed permanently.
- Sent — On the Sent list, void the invoice and confirm. Status becomes Voided; the record stays under Voided.
Paid invoices are not voided from this list. Voided invoices are view-only.
Reminder: After you send, Bevy emails your chapter payment contacts with the PDF and a public invoice link—it does not automatically email the sponsor’s billing contact, and it does not collect payment. Forward the PDF and link, and tell the sponsor how to pay outside Bevy, following your community’s internal guidelines (or ask your admin if you are unsure). The public invoice page is for viewing and download only (see View a sponsor invoice).